Last week in New Orleans, at the Veterinary Hospital Managers Association (VHMA) conference, we unveiled something our team has been working on quietly for the last two years.

It’s called Spotlight, and I believe it’s going to change how practices think about intake.

For decades, veterinary intake has been focused on one thing: getting the right information into the computer. Names, phone numbers, weights, vaccines due. Functional, yes, but it misses the context that actually drives better medicine, stronger client relationships, and safer experiences for staff.

Spotlight flips that. Instead of asking “What do we need for the computer?” it asks “What insights are we missing that would make this appointment better?”

Intake Forms, Reimagined

Spotlight is a digital check-in tool for veterinary practices that transforms the intake process into a source of actionable insight. Instead of just collecting data for billing or records, it captures what really matters: the owner’s goals for the visit, observations they might not otherwise share, and stress points for both client and pet.

It isn’t another piece of software for your team to learn. There’s no new dashboard, no extra tabs, no logins to manage. Pet owners complete Spotlight before their appointment, and a summary is automatically written into the appointment notes and the medical record.

To the team, it feels like the charts magically updated themselves overnight—with context that changes the conversation in the exam room.

How Spotlight Works

  • Pet owners receive a simple digital check-in before their visit.
  • Questions are designed to surface insights that usually slip through the cracks, not to overwhelm with forms.
  • Spotlight distills the responses into a short, plain-language summary that takes about 15 seconds to read.
  • That summary is written directly into the practice’s medical record, right where the team already works.

Teams never have to “use Spotlight” in the traditional sense. They simply open the chart and the insights are already there.

What Practices Are Seeing with Spotlight Intake Forms

The numbers are exciting, but the stories are even better:

  • 80% of pet owners complete Spotlight before their visit.
  • Teams save 5–12 minutes per appointment, depending on how they use it.
  • Most importantly, staff are walking into appointments with insights they didn’t have before.

In about 15 seconds of reading, they know subtle observations an owner might not have mentioned, the client’s personal goal for the appointment, what stresses the client during visits, and what stresses the pet during visits. Once you’ve had this context, it’s hard to imagine going back. This isn’t about more data. It’s about better data, surfaced in the right way, at the right time. With Spotlight, teams spend less time chasing down details and more time connecting with clients. That’s good for efficiency, but more importantly, it’s good for trust, safety, and care.

Spotlight builds on the same values that guide our work at Digital Empathy: empathy, connection, and helping practices deliver exceptional client experiences.

Spotlight FAQ

How much does it cost?
Spotlight is designed to be affordable for independent practices. Pricing is based on practice size, not per-appointment usage. Schedule a call and we’ll walk you through details for your clinic.

Does Spotlight integrate with my PIMS?
Spotlight currently works with Avimark, with Pulse and Impromed coming by the end of 2025. There’s no separate login or dashboard—summaries write directly into the medical record. If you’d like to confirm your PIMS setup, schedule a call and we’ll review it with you.

When will it be available?
Spotlight is available starting October 2025. After two years of development and months of beta testing, we officially launched at VHMA in New Orleans. Practices can start using it immediately.

Who is Spotlight best for?
We built Spotlight for veterinary practices that want to stand out through client experience. If your team values efficiency, empathy, and connection, Spotlight is for you.

A Final Word

Launching Spotlight at VHMA was a milestone for our team. For two years, we’ve believed intake could be more than paperwork. Seeing it live in practices—saving time, surfacing insights, and strengthening trust—is proof of what’s possible when technology is built with empathy at the center.

If you’d like to see what Spotlight can do for your practice, I’d love to talk.

Schedule a 30-minute call with me or explore more at spotlightvet.com.

— Robert Sanchez
 CEO, Digital Empathy